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4.4. SR 01-20-1998~ r~ity of TO: FROM: DATE: SUBJECT: Item # /~./~, MEMORANDUM Mayor and City Council Steve Ach, City Planner.<z~P~ January 20, 1998 Consider Hiring Planning Intern On July 14, 1997, the City Council authorized the hiring of Brady Halverson as the Planning Intern. Three months into the one year internship, Brady unfortunately resigned to accept a position with a private consulting firm. Soon after Brady's departure, staff asked the City Council for authorization to advertise to fill the vacated internship position. This request was approved on November 3, 1997 (see attached minutes). Similar to the previous recruitment process, the School of Landscape Architecture was contacted and an ad was placed in the student newsletter. Surprisingly, there was no interest from any of the students for the internship as advertised. I believe this may be a result of a healthy job market and the availability of other internships closer to the University of Minnesota campus. However, through various contacts a qualified candidate has expressed interest in the planning internship position. Stephen Wensman is a graduate from the School of Landscape Architecture at the University of Minnesota. Stephen's background is very similar to Brady's, consisting of strong design skills, communication both verbally and written, project presentation, computer and Autocad experience. This position is included in the 1998 Planning Department Budget at an hourly rate of $11.00 per hour. The internship was approved to last a period of six months. An additional six months was included in the contingency fund and was to be reviewed by the City Council following the six month internship. As I have discussed with the Council in the past, this position adds an important component to the Planning Department. The intern position will specialize in design/special projects as well as preparing planning reports and assisting in other capacities within the department. Projects similar to the concept plans prepared and presented to the Planning Commission and City Council for the business park rezonings were very helpful in terms of visual presentation of how areas can be developed under different scenarios. This 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425 Memo to Mayor and City Council/Internship January 20, 1998 Page 2 same exercise can be done for upcoming rezoning requests, as well as other special projects which may be forthcoming. In addition, the position has benefited the Economic Development Director by, once again, preparing concept plans for prospective businesses wanting to locate in Elk River. These concept plans can be used as effective marketing materials, demonstrating to prospective businesses the City's hands on assistance to find the right site and demonstrate how it could be developed. Other areas I envision this position focusing on include a complete land use/development study of the gravel mining area. Some of the parcels located within the mineral excavation district are reaching their maturity and will be looking for alternative land uses. A study similar to that prepared by the City of Maple Grove will assist the City in its long range planning for portions of the gravel mining district. Furthermore, the Park & Recreation Commission has indicated a need to more closely analyze proposed park land as part of plats for its developability and studying the design and development of trail corridors throughout residential subdivisions. Also, the issue of a park bond may once again be raised in the near future. Having completed park plans could help residents visualize what they will be getting by supporting the referendum. If any of the Councilmembers have questions prior to Tuesday night's meeting I would be happy to discuss this position further. Recommendation It is recommended the City Council approve hiring Stephen Wensman for a six month period as the planning intern at $11.00 per hour. Prior to the six month internship expiring, an evaluation of the position will be discussed with the City Council. Depending upon the Council evaluation, staff would request consideration of converting the position to full time. f:\shrdoc\council\intern.doc f "ity of E River /~FROM: DATE: SUBJECT: MEMORANDUM Steve Ach, City Planner Paul T. Steinman, Director of Economic Development January 14, 1998 Economic Development Office Use of Planning Intern Previous Planning Intern Brady Halverson's skills proved to be a significant advantage for the economic development department in responding to inquiries from industrial prospects and working with area real estate brokerage firms. The advantage of using the intern to aid in providing responses to prospects and such firms, is that we were able to tailor the information we provided to meet their specific requests. Economic development staff received two comments specifically referring to the manner in which our package provided custom site planning information. The use of a planning intern in this capacity has proven to provide a positive marketing advantage in my correspondence with various prospects. I feel the use of a planning intern who can provide this service will become increasingly more important in 1998 as we continue to make improvements in, and focus on, our west business park development. 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425 City of iver MEMORANDUM TO: FROM: DATE: SUBJECT: Patrick D. Klaers, City Administrator Phil Hals, Street/Park Supt. January 14, 1998 Planning Intern In regard to the planning intern position, I would support hiring an individual who also had a landscape design background. The Park and Recreation Commission has discussed the possibility of staff prepared concept designs for neighborhood parks. I would suggest that ff the time and talent become available, parks be designed right from the prehminary plat. Such a process would allow the Park and Recreation Commission and the City Council to approve the park layout at the time of final plat so that as lots and homes are sold, the only question is "when will it happen?". This could ehminate many anxious calls and complaints such as "we were not told that was a park" or "we don't want this or that in our back yard." The intern could also design improvements for our present parks. I beheve that a person with a landscape background could add as much to our existing parks as our undeveloped parks. 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425 er 3, 1997 Page 5 The City Administrator indicated that on 10/27/97 the City Council agreed to an approximate 3 percent increase in the city tax rate. He explained that this decision would involve the decrease in budgeted tax revenues by approximately $150,000. The City Administrator reviewed the proposed adjustments in the budget due to the $I 49,650 reduction in general fund tax revenues. The adjustments are as follows: Revenue Increases - $52,000; Cash Flow Reserves - $50,700: and Expenditure Reductions - $46,950. Mayor Duitsman suggested cutting the contingency budget and the cash flow reserves by an additional $25,000 each. Discussion was held regarding the two COPS FAST police officers and the request for a captain. Mayor Duitsman indicated that he is supportive of at least one COPS FAST officer, but does not support the captain position at this time due to budget restraints. Councilmember Farber indicated that he is in favor of both of the COPS FAST officers. Councilmembers Holmgren and Thompson concurred with Councilmember Farber. Councilmember Farber indicated that he is also supportive of a captain position, but understands the budget restraints at this time. He suggested that the city consider an adjustment in the COPS FAST officers in order to allow for the captain position. It was the consensus of the Council to authorize the two COPS FAST positions at this time. No decision was made on the captain position. COUNCILMEMBER FARBER MOVED TO DEDUCT $25,000 FROM THE CONTINGENCY BUDGET AND $25,000 OUT OF RESERVES. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. Mayor Duitsman suggested that the City Council review the expenses and source of funds for the City Hall payments in September or October of 1998 to consider what is needed from the general fund and what could come from reserves. Lori Johnson indicated that she will bring this issue back to the City Council for review during budget amendments in 1998. COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE A $149,650 DECREASE IN THE GENERAL FUND TAX REVENUES BASED ON THE SEPTEMBER 8, 1997, TAX LEVY RESOLUTION AND THAT THE BUDGET, WITH THIS AMENDMENT, BE PRESENTED AT THE DECEMEBER 1, 1997, TRUTH IN TAXATION PUBLIC HEARING. COUNCILMEMBER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED 5-0. COUNCILMEMBER DIETZ MOVED TO AUTHORIZE STAFF TO ADVERTISE FOR THE PLANNING INTERN POSITION. MAYOR DUITSMAN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 7. Other Business There was no other business presented.